Invoicing Essentials Checklist

Billing Contact

A billing contact is assigned to the property.

The billing contact is the person responsible for paying the invoice. If Require billing company is turned on in Administration > Configuration, the billing contact must also belong to a company.

Payment Terms

Payment terms are selected.

Required. You can't create an invoice for the property without payment terms.

Tax Jurisdiction

A tax jurisdiction is selected.

Required, even for tax-exempt properties. Use a tax-exempt jurisdiction for those properties.

Email Invoice contact

At least one property contact has Email Invoice selected and a valid email address.

Invoices are emailed only to contacts marked as email invoice contacts.

Paperless Invoices (email)

The checkbox matches how the customer wants to receive invoices.

When selected, the invoice is only emailed and isn't included in the printable invoices when you complete a batch.

Separate Invoice

The checkbox matches how the customer wants to be billed.

When selected, Aspire creates a separate invoice for each item you select for the property in the Invoicing Assistant.

Invoice Type

The opportunity, and any service that overrides it, uses the correct invoice type.

The invoice type controls when an item appears in the Invoicing Assistant and how the customer is billed.

Billing address

A billing address is on the opportunity.

Items without a billing address display as Address Required and can't be invoiced.

Payment schedule

For Fixed Price on Payment Schedule work orders, payment amounts add up to the total contract amount.

Invoices become available when each percent-complete threshold is reached.

Schedule of values

For Fixed Price Open Billing work orders, a schedule of values is set up on the opportunity.

You can't create a Fixed Price Open Billing invoice without one.

Work ticket status

Work tickets are Complete.

Per Service and Contract T&M items are available to invoice as each ticket is completed. Fixed Price on Completion and T&M on Completion work orders are available only after every ticket is complete.

Approval

Tickets in Pending Approval status are reviewed and approved.

Services marked Requires Approval can't be invoiced until the ticket is approved.

Time and materials

Crew time and materials are allocated to the ticket.

T&M invoices bill the actual time and materials recorded on the work ticket.

As of Date

The date matches the billing period you're invoicing.

The Invoicing Assistant only shows items that are billable as of that date. If an expected item is missing, check this date and your quick filters.

Status

Every item you want to invoice is Ready or Overdue.

Items with a status that needs action don't have a checkbox. See the status key below.

Fixed Price Open Billing items

Each Fixed Price Open Billing item is invoiced separately from the row.

These items don’t display a checkbox, so they aren’t included when you select items and generate a batch.

Each invoice

Billing contact, invoice notes, payment terms, and amounts are correct.

Once you complete the batch, invoices are delivered to your customers.

Prices

Price changes on non-T&M invoices are made with change orders, not on the invoice.

Manual price changes in a batch affect your end-of-month numbers.

Draft print

Print the batch for a final review if needed.

Invoices printed from a batch that isn't complete display a Draft watermark.

Complete Batch

Complete the batch when every invoice is ready.

Completing the batch sends invoice emails and opens a print window for invoices that aren't paperless.

Ready

Ready to be invoiced.

No action needed.

Overdue

Ready to be invoiced, and should have been invoiced by now. The timing is set on the Invoicing tab in Administration > Configuration.

Invoice it as soon as possible.

Future Invoice

Can be invoiced ahead of schedule. Applies to Fixed Price Open Billing and Fixed Payment invoice types.

Select the row to invoice it now, or wait until it's ready.

Work Remaining

More work must be done before this can be invoiced. Applies only to Fixed Price on Payment Schedule work orders.

Complete more of the job to reach the next payment threshold.

Address Required

Required information for the billing contact is missing.

Select the row to open the billing info on the opportunity. You may also need to update the billing contact on the property.

Terms Required

The property doesn't have payment terms.

Select the row to add payment terms to the property.

Tax Jurisdiction Missing

The property doesn't have a tax jurisdiction.

Select the row to add a tax jurisdiction to the property.

Missing Billing Company

The billing contact isn't assigned to a company. Only displays when Require billing company is turned on.

Assign the billing contact to a company.

Processing

The item was selected for an invoice batch, and the batch is being generated.

No action needed. When the batch is ready, the item moves from the Invoicing Assistant to the Invoice Batches tab.

Failed

Invoice generation failed because of an unexpected issue.

Generate the batch again.

View Invoice

Access the Invoicing Assistant, Invoice Batches, Invoices, and Log Event tabs.

Create Invoice

Generate invoices from the Invoicing Assistant. Must be added even for System and Branch Administrators.

Edit Invoice

Edit pending invoices and complete invoice batches.

Edit Billing

Edit billing fields on properties, such as billing contact, payment terms, tax jurisdiction, and invoice delivery settings.